Administrative Secretary Part-Time

General Function:
Responsible for secretarial and administrative work involved in developing and maintaining records concerning the Parks, Recreation, and Building Maintenance of the Parks & Recreation Department and Water Distribution Division of the Public Works & Engineering Dept. Work involves administrative and clerical work duties of a confidential nature; must be able to communicate with the public with poise, tact, and courtesy.
Work includes a wide variety of clerical tasks that require the application of independent judgment and knowledge of laws, regulations, and procedures set by policy.
Work subjects may be technical in nature and may require familiarity with the terminology used in departmental work. Until the more difficult phases of a job are learned, a new employee works under relatively close supervision, but thereafter, detailed instructions are received only when changes in procedure are made.

Reports To:
Director of PROS

Supervisory Responsibilities:
None

Essential Duties and Responsibilities:

• Prepares purchasing authorization and documentation following prescribed financial procedures; prepares requisitions for Divisional approval, prepares FPO’s, ISR’s, budget transfers, payment requests, etc.
• Collects timecards and prepares time sheets, leave slips, transfers information to correct forms, forwards to the appropriate section/department, types and replaces updated timecards and sheets. May enter information into Mainframe computer system.
• Prepares reports, spreadsheets, surveys, and/or special project work as may be requested.
• Close Customer Services Water Work orders.
• Schedule rental facilities.
• Assist with special events
• Answers telephone, screens calls, and takes and relays messages and information.
• Greets and assists visitors.
• Organizes and schedules meetings and events.
• Creates and maintains files for order and retrieval.
• Composes routine correspondence for divisional personnel.
• Type correspondence, forms, reports, records, requisitions, memorandum, and other materials.
• Open, sort, and route incoming mail; prepare outgoing mail.
• Makes necessary and/or assigned trips to other city buildings.
• Uses office machines with skill and proficiency.
• Research information pertinent to divisional/departmental operations.
• Monitors community service work program hours.
• Generate and close interdepartmental service requests for the facilities maintenance division.
• Performs other job-related duties as assigned by supervisors.

• Part-time in-person position.
• Work less than the standard workweek, which is forty (40) hours of work per week, consisting of five (5) days of eight (8) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.